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made payable to "cash". Ail ~isbursements from these <br />accounts shall be supported by written documentation. <br /> <br /> (c) Ail ~eq~ired records shall be maintained with <br />the permanent records of the organization for a minimum <br />of three (3) years after the close of the fiscal year to <br />which they apply. If any required records are lost, <br />s'tolen or otherwise misplaced or destroyed, the <br />organization shall notify the City Manager or his <br />designated representative in w~iting within 5wo (2) days <br />of discovering the missing ~ecords giving the date of <br />the loss, a detailed description of the ~ecords missing <br />and the circumstances surrounding the missing records. <br /> <br /> (d) A sponsoring organization is ~esponsible for <br />maintaining ~eco~ds which support the purchase and sale <br />of ~egular bingo ca~ds (hand cards and paper cards) <br />special bingo cards (hand ca~ds and paper cards) and <br />instant bingo cards. No unsold regular, special or <br />instant bingo material shall be destroyed without the <br />written approval of the City Manager or his designated <br />representative. <br /> <br /> (e) Ail invoices ~elated to the purchase of bingo <br />supplies shall be kept in date order for three (3) years <br />following the close of the fiscal year to which the <br />records apply. <br /> <br /> (f) The record keeping system adopted by each <br />organization shall provide a way to control regular <br />bingo sales, special bingo sales, and instant bingo <br />cards sold and prizes awarded on session dates. The <br />record keeping system shall be in sufficient detail to <br />provide a complete and accurate set of game records <br />which supports the cash receipts and cash disbursements <br />activity for each session date. <br /> <br /> (g) Rental permits or leases for bingo halls shall <br />be in writing and shall be in compliance with the <br />above-referenced section of the Code of Virginia and <br />this Division and shall be available fop review by City <br />officials upon ~equest. Copies of sai~ rental permits <br />or leases shall be available on the premises when bingo <br />sessions are in progress and shall be available at the <br />principal office locations of the <br /> <br /> <br />